Bid Decatur Janitorial Supplies.pdf

City of Decatur

Janitorial Supplies and Paper Products

Request for Proposal

Owner:

City of Decatur

509 North McDonough Street

P. O. Box 220

Decatur, Georgia 30031

July 10, 2024

TABLE OF CONTENTS

ITEM PAGE NUMBER

Notice to Bidders NTB-1

Instructions to Proposers IP-1 to IP-3

Non-Collusion Affidavit NC-1

Proposal P-1 to P-2

Agreement A-1 to A-2

Scope of Work SCOPE-1-SCOPE-3

NOTICE TO BIDDERS

The City of Decatur will receive sealed bids from suppliers of janitorial chemicals and paper products, until 10:00 am, September 18, 2024 in the City Commission Room at Decatur

City Hall, 509 North McDonough Street, Decatur, Georgia, 30030, at that time and place all bids will be collected and reviewed at a later date. The awarded vendor shall provide the paper products, chemical supplies and other items associated with janitorial maintenance.

The proposals must be delivered by the deadline to the City Manager’s Office on the 2nd Floor of the Decatur City Hall, (509 North McDonough Street, Decatur, GA 30030) and shall be marked “Sealed Bid for City of Decatur Janitorial Supplies and Paper Products Request for

Proposal” The bidder must submit three (3) copies of their proposal with one marked original.

A site visit will occur by appointment for any of those that are interested. Any questions regarding bids and/or misunderstandings that may arise from this proposal should be submitted, via email and should be directed to Felix Floyd, Assistant Public Works Director, at felix.floyd@decaturga.com, no later than September 10, 2024 at 3:00PM.

The bid package for the City of Decatur Janitorial Supplies and Paper Products

Request for Proposal is available on-line at www.decaturga.com/rfps.

The Contractor must ensure that employees and applicants for employment are not discriminated against because of their gender, race, color, genetic information, religion, national origin, political affiliation, age, handicapped status, sexual orientation, sexual preference, or gender identity and expression.

Proposals will be considered only from experienced and well-equipped contractors. Prior to beginning construction, the successful bidder will file with the City a certificate of insurance.

The City reserves the right to reject any or all bids or to waive informalities in the bidding.

Bids may be held by the City for a period not to exceed sixty (60) days from the date of the opening of bids for the purpose of reviewing the bids and investigating the financial stability of the bidders and their demonstrated ability to perform satisfactorily, prior to awarding the contract.

NTB-1

Proposal Details

A. Issuing Entity

City of Decatur entity issuing the RFP

B. Deadline For Receipt of Proposals

The deadline for receipt is Wednesday, September 18, 2024

C. Submission and Receipt of Proposals

Response to this RFP Must be clearly marked City of Decatur Janitorial Supplies RFP

Submit three (3) hard copies of the bid proposal to:

City Manager’s Office

509 North McDonough Street

Decatur, Georgia 30030

404-370-4102

D. Timeline

Calendar of Events

RFP Release Date July 10, 2024

Deadline to Submit written questions September 10, 2024

Deadline to answer written questions September 12, 2024

Proposal Due Date September 18, 2024

Review Reponses September 30, 2024

Interview Finalists October 10, 2024

Award October 16, 2024

E. Evaluation Criteria and Award

Proposals that contain options or additive work above and beyond the base bid will be evaluated financially according to the criteria described in the solicitation.

Proposals determined to be Responsive and Responsible will be evaluated on the following criteria:

1. Experience – past performance references, key personnel, resumes, public sector experience in completing work of similar size and scope (10 points).

2. Availability – ability to mobilize in a timely manner and provide continuous, dedicated effort until complete (12 points).

3. Understanding – completeness in the approach to project methodology, quality, and professionalism in response to the scope of work (8 points).

4. Communicative – ability to work collaboratively to meet scope of work and provide feedback. (10 points).

5. Diversity – racial and gender diversity of company’s ownership, project team and personnel that represent the diversity of the city (8 points).

6. Stability – financial stability and likelihood of success to meet needs, comfort with company as a partner (12 points).

7. Overall pricing of items within the scope of work (40 points)

The City reserves the right to shortlist the highest scoring firms to conduct interviews, from which candidates will be ranked. Interviews will be held at the Legacy Park Admin, 500 S.

Columbia Rd. Decatur, Ga. 30030, unless deemed acceptable to meet via a virtual meeting portal. A determination will be made at the time shortlisted companies are announced.

The City reserves the right to reject any or all bids/proposals, to waive technicalities, and to make a selection and final award as deemed to be in the best interest of the City, including using any form of contract it deems most advantageous to the City.

Proposals will be considered only from experienced and well-equipped companies. Prior to beginning services, the successful bidder will file with the City a certificate of insurance. The

City reserves the right to reject any or all bids or to waive informalities in the bidding.

Bids may be held by the City for a period not to exceed sixty (60) days from the date of the opening of bids for the purpose of reviewing the bids and investigating the financial stability of the bidders and their demonstrated ability to perform satisfactorily, prior to awarding the contract.

It is the intention of the Owner to award a contract only to a proposer who furnishes satisfactory evidence that they have the requisite experience and ability and that he/she has sufficient capital, facilities and plant to enable them to prosecute the work successfully and promptly within the scope of work.

Proposals will be reviewed by an internal committee where proposers will be evaluated and ranked. Proposing bidders may be asked to participate in an interview to further discuss and answer questions from the committee. The bid will be awarded to the responsible, responsive vendor whose proposal, confirming to the solicitation, will be most advantageous to the City of

Decatur, price and other factors considered.

The City of Decatur reserves the right to accept or reject any or all proposals, in part or whole and to waive informalities and minor irregularities in bids received.

INSTRUCTIONS TO PROPOSERS

1. EXAMINATION OF SITE AND CONTRACT DOCUMENTS

(a) Proposers shall inform themselves of all conditions under which the work is to be performed, concerning the site of the work, the structure of the ground, the obstacles which may be encountered, whether shown in the Contract Specifications or not, and all other relevant matters concerning the work to be performed.

A Contractor to whom a contract is awarded will not be allowed any extra compensation by reason of any such matters or things concerning which the Contractor did not inform themself prior to proposing. The successful Contractor must employ, as far as possible, such methods and means in the carrying out of this work as will not cause any interruption or interference with any other Contractors.

(b) Proposers must satisfy themselves by personal examination of the locations of the proposed work and by such other means as they may prefer locations of the proposed work and by such other means as they may prefer as to the correctness of any quantities listed in the proposal, and shall not, after submission of their proposal, dispute or complain of such estimate nor assert that there was any misunderstanding in regard to the nature or amount of work to be done.

(c) Before submitting a proposal, each Proposer shall examine carefully the complete Contract

Documents, including but not limited to Instructions to Proposers, Non-Collusion Affidavit, General Conditions, Special Conditions, the Form of Agreement and Bonds (if any), Plans and

Specifications and all Addenda thereto, all of which contain provisions applicable not only to the successful Proposer but also to any of your subcontractors.

(d) Each proposer is expected to base their proposal on materials and equipment complying fully with the Contract Specifications, and in the event you name or include in your proposal, materials or equipment which do not conform you will, if awarded a contract, be responsible for furnishing materials and equipment which fully conform at no change in his contract price.

Proposer hereby certifies that ____________________________________________, a

(Name) duly qualified representative of ___________________________________________, (Firm Name) inspected all job locations on _______________________________________________.

(Fill in Dates)

IP-1

2. INTERPRETATION OF CONTRACT DOCUMENTS

If any person contemplating submitting a proposal on this project is in doubt as to the true meaning of any part of the Contract Specifications or other Sections of the Contract Documents, you may submit to the Owner a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the

Contract Documents including the Contract Specifications will be made only by addendum duly issued or delivered by the Owner to each person receiving a set of such documents. The Owner will not be responsible for any other explanations or interpretations of the Contract Documents including the Contract Specifications.

3. APPROXIMATE QUANTITIES

On all items on which proposals are to be received on a unit price basis the quantities stated in the Proposal will not be used in establishing final payment due the Contractor. The quantities stated on which unit prices are so invited, are approximate only, and each proposer shall make their own estimate from the Contract Specifications of the quantities required on each item and calculate your unit price proposal for each item accordingly. Proposals will be compared on the basis of number of units stated in the Proposing Schedule set forth in the Proposal. Payment on the contract on unit price items will be based on the actual number of units installed on the completed work. Lump Sum proposal items shall be supported by a Schedule of Values as established in the Contract Specifications.

4. SIGNING OF PROPOSALS

If the proposer is a corporation, the legal name of the corporation shall be set forth together with the signature of the officer or officers authorized to sign contracts on behalf of the corporation; if proposer is a co-partnership, the true name of the firm shall be set forth together with the signatures of all the partners; and if proposer is an individual, his signature shall be inscribed. If signature is by agent, other than an officer of a corporation or a member of a partnership, a power of attorney must be on file with the Owner prior to opening proposals or submitting proposals; otherwise, the proposal may be disregarded as irregular and unauthorized.

5. QUALIFICATION OF PROPOSERS

It is the intention of the Owner to award a contract only to a proposer who furnishes satisfactory evidence that they have the requisite experience and ability and that he/she has sufficient capital, facilities and plant to enable them to prosecute the work successfully and promptly, and to complete the work within the time named in the Contract Documents.

IP-2

To determine the degree of responsibility to be credited to a proposer, the Owner will weigh any evidence that the proposer or personnel guaranteed to be employed in responsible charge of the work has or has not performed satisfactorily on other contracts of like nature and magnitude or comparable difficulty at similar rates of progress.

6. DISQUALIFICATION OF PROPOSERS

More than one proposal for the work described in this Document, to be included under a

Contract, from an individual, firm or partnership, a corporation or an association under the same or different names, will not be considered. Reasonable grounds for believing that any proposer is interested in more than one proposal for the work contemplated will cause the rejection of all proposals in which such proposer is interested. If there are reasonable grounds for believing that collusion exists among the proposers, the proposals of the participants in such collusion will not be considered.

7. AGREEMENT, BONDS, INSURANCE

The attention of proposers is specifically directed to the forms of agreement and bonds to be executed and types of insurance to be taken out in the event a contract award is made.

8. FAILURE TO EXECUTE AGREEMENT AND FILE REQUIRED BONDS AND

INSURANCE

Failure of a successful proposer to execute the agreement and file required bonds and insurance within the required time shall be just cause for the annulment of the award. On failure of a successful proposer to execute the agreement and file the required bonds and insurance within the required time, he shall forfeit his proposal security as agreed as liquidated damages, and the proposer, by filing a proposal, agrees to this proviso. Upon annulment of an award as aforesaid, the Owner may then award a contract to the next lowest responsible proposer.

9. PROPOSALS

Proposals shall include the following forms properly executed by the Proposer:

Instructions to Proposers Form

Proposal for Pricing

Non-Collusion Affidavit

E-Verify Forms

IP-3

NON-COLLUSION AFFIDAVIT OF PRIME BIDDER

State of ______________.

County of ______________.

______________________________________, being first duly sworn deposes and says that:

(1) He/She is ______________________________________________ of

(owner, partner, officer representative, or agent)

_____________________________________________, the Bidder that has submitted the attached Bid;

(2) He/She is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid;

(3) Such Bid is genuine and is not collusive or sham bid;

(4) Neither the said Bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Bidder, firm or person to submit a collusive or sham Bid in connection with the Contract for which the attached Bid has been submitted or to refrain from bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Bidder, firm or person to fix the price or prices in the attached Bid or of any other Bidder, or, to fix any overhead, profit or cost element of the bid price or the bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Decatur, Georgia or any person interested in the proposed Contract; and

(5) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signed: ________________________________

(Title)

Subscribed and sworn to before me this ________day of ______________, 20____

Notary Public

My commission expires _____________________ .

NC-1

Cost Submission

STATE OF GEORGIA,

COUNTY OF DeKALB

PROPOSAL OF:

TO THE CITY MANAGER OF THE CITY OF DECATUR, GEORGIA:

The undersigned, as vendor, hereby submits this proposal for

Janitorial Supplies and Paper Products

The contractor has made a personal examination of the site of the proposed work and proposes and agrees that if this proposal is accepted to provide the necessary labor, machinery, tools, apparatus, equipment and all things necessary to complete the work in the manner and within the time stipulated in the General Conditions and proposal, all of which documents contractor declares he has carefully examined and same are annexed to and made a part of this proposal, for the Lump Sum set out below, to wit:

UNIT PRICES:

The undersigned bidder agrees to provide additional work, if added; or to delete specified work, if requested; at the unit prices listed below unless such prices have been equitably adjusted by the

Owner as previously stated. The unit prices include charges for fees, layout, supervision (field and home office), general expense, taxes, insurance, labor burden, overhead and profit.

Attach unit pricing:

P-1

No contractor may withdraw his/her proposal within sixty (60) days after the actual date of the opening of thereof. Proposals may be held by the City for a period not to exceed sixty (60) days from the date of the opening of Proposals for the purpose of reviewing the Proposals and investigating the qualifications of the contractor prior to awarding the contract.

If awarded a Contract under the Proposal, the undersigned proposes to complete work within sixty (60) days of the notice to proceed.

If this proposal is accepted by the City of Decatur and the undersigned shall fail to execute a satisfactory Contract in the form of said proposed Contract and give satisfactory bonds and insurance as required by the City within ten days (Sunday excepted) from the date of notification of acceptance by the City, then the City may at its option determine that the undersigned abandoned the Contract and thereupon this proposal shall be null and void.

Contractor further declares that the full name and residence address of all persons and parties interested in the foregoing proposal as principals are as follows:

Signed, sealed and dated this_________ day of

_____________________, 20_______.

By __________________________

(Title)

P-2

AGREEMENT

GEORGIA, DeKALB COUNTY

THIS AGREEMENT, made and entered into this _________ day of

_____________________, 20______, by and between the City of Decatur, Georgia, Party of the

First Part, hereinafter referred to as the City, and

(Corporation, Partnership or Proprietorship) of the State of Georgia, Party of the Second Part, hereinafter called the Contractor.

WITNESSETH:

That the Contractor has agreed and by these presents does agree with the City to furnish all equipment, tools, materials, skill, labor of every description, and all things necessary to carry out and complete in a good, firm, substantial and workmanlike manner the work and construction in strict conformity with the specifications for:

which together with the Proposal, Instructions to Proposers, Non-Collusion Affidavit, General

Conditions, Special General Conditions, and E-Verify Forms, and Project Plans and

Specifications are incorporated in and made a part of this Contract by reference.

The Contractor shall commence work under this Contract as soon as possible after the award and must complete work no later than 60 (sixty) days after the Notice to Proceed.

If said work is not completed within the time stated above, the Contractor shall be liable and hereby agrees to pay the City as liquidated damages and not as a penalty the sum of $200 dollars per calendar day for each and every day or part of a day thereafter that said work remains incomplete.

As full payment for the faithful performance of this Contract, the City shall pay said

Contractor for the actual quantities of work done at the price set forth in the proposal.

Payments shall be made as follows: Upon the presentation of a Final Invoice for Payment within thirty days after the work is fully completed and accepted by the City of Decatur, the balance due hereunder shall be paid; provided, however, that final payment shall not be made until said Contractor shall submit satisfactory proof to the City that all just claims for labor, material, skill, tools, and equipment incident to said work have been

A-1 fully paid by said Contractor, and that said Contractor has settled and satisfied every lawful claim for damages against the Contractor incident to said work.

Within ten calendar days from the date of this Contract, the Contractor as principal shall provide the required Certificate of Insurance as outlined in the General Conditions for the amounts and terms as specified therein.

This Contract, executed in triplicate, constitutes the full agreement between the parties, and no part of this Contract shall be sublet by the Contractor without written approval of the

City.

IN WITNESS WHEREOF, the parties hereto have set their hands and caused their seals to be affixed hereupon the day and year first above written.

CITY OF DECATUR, GEORGIA

(Party of the First Part)

By: ________________________

City Manager

ATTEST:

Clerk

Contractor

(Party of the Second Part)

By: _______________________

Title: ______________________

Scope of Work

The City of Decatur is requesting proposals from suppliers of paper products, bathroom, chemical cleaning supplies, equipment, and other items associated with janitorial maintenance to

City owned facilities on an as needed basis. The Vendor will be required to deliver its products to each location minimally twice per month and/or on an as-needed basis for a two (2) year period. The City reserves the right to exercise an option to renew for an additional two (2) year period.

Locations

This contract will be used to service all the City of Decatur’s facilities including parks.

Estimated Annual Usage

Quantity estimates, when given, are provided as an estimate of annual purchase volume based upon previous history. This information is to be used only as a guide in the proposal process and should not be considered a guarantee to purchase minimum quantities. This city has an estimated expenditure of $80,000 annually in Janitorial supplies.

Contracted Items

The contract is broken up into two (2) segments:

1) Core Items- The items specifically listed in the product List below will be referred to as

“Core Items”. These items are ones utilized daily and their total purchased volume will make up approximately 75% of the total estimated purchases under this contract. The vendor will provide specific pricing for each item listed. The prices listed will remain firm for the entire length of the contract unless otherwise renegotiated. Continual Back orders of Contract items will be deemed “in breach of contract” and may be grounds for termination of the contract. Greater consideration is given to products that are recognized green by independent third-party certifications such as ecologo and green seal. A current listing of our usage by product will be included as an addendum to the RFP.

Core Items include but are not limited to:

• Industrial Paper and dispensers: include sanitary paper towels, toilet tissue, and universal product dispensers.

• Hand soap and Hand Sanitizers product and dispensers

• Cleaning supplies- disinfection products must have listed contact time for actual disinfection and for what viruses- prefer a contact time of 20 seconds or less, Dish soap, laundry detergent.

• Dilution Chemical control systems provided and installed at a minimum of 9 locations.

• Cleaning tools/Equipment

• Hard Floor maintenance chemicals including wood, stone, concrete, and other hard floors.

• Carpet Care products and supplies such as pre-sprays, shampoo, spotters, cleaners, post treatments for carpet and upholstery.

• Car and truck Wash, and wax

• Concentrated deodorizers

• Waste receptacles, liners, and other supplies for the collection and Disposal of waste

• Snow Melt

• Pest control for wasps/bees, Fire ants, Ants/spiders/roaches

• Biohazard Spill Kits

2) Non-Core discount – The vendor will provide a set percentage discount/s off manufacturer’s list price for non-core items represented by the vendor. The percentage discount/s will remain firm for the entire length of the contract, however as the list prices change so will the discounted price.

Delivery

Core items must be delivered within 5 days of placing the order. All shipping costs should also be included in the contracted pricing. Delivery will occur to the following locations:

Public Works – 2635 Talley St. Decatur, GA. 30030

Decatur Fire Station #1-230 E Trinity Place, Decatur, GA 30030

Decatur Fire Station #2- 356 W. Hill Street Decatur, GA 30030

Sales and Customer Service

The awarded vendor must provide a dedicated sales and customer service team to service this agreement.

The awarded vendor must provide printed or electronic catalogs / price lists showing list prices.

The awarded vendor must accept telephone orders and on-line orders.

Training

Vendor will provide ongoing training opportunities to city team members who will interact with their products at the request of the city. Trainings will be provided on site or virtually dependent on the needs of the city.

Billing

The awarded vendor will invoice each department separately. Invoices shall be submitted to the

City of Decatur Public works or City of Decatur Fire Department as listed below:

Public Works Department: Greg Reihing

Email: greg.reihing@decaturga.com

Address: 2635 Talley Street

Decatur, GA 30030

Fire Department: Captain Kevin Rice

Email: kevin.rice@decaturga.com

Address: Fire Station 1

230 E. Trinity Place

Decatur, GA 30030

Itemized invoices are to include:

1. Purchase Order Number or Job Order Number 2. Ship to address of Department

3. Description of items purchased 4. Prices as stipulated by contract

Customized Usage Reports

Vendors must be able to supply each department with customized usage reports on request.

Brand Name

Due to an existing level of quality standards, some products are labeled as Brand Name Only.

Other items may list brand names for reference and description only and do not mean to exclude other manufactures of equal compatibility. Alternative “or equal” product must be equal in quality, design and performance.

The city may request samples of products to compare for quality, design and performance to make the determination of equal. The City’s decision to the acceptance of the product as equal will be final.

Samples

The city is requesting that any product that the bidder is recommending to the city that would differ from their current product, or where an exception is submitted have a sample of that they provide at the time of bid submittal. The sample products will be evaluated for quality, design and performance to make the determination if an approved equal. The City’s decision to the acceptance of the product as equal will be final. The City shall have the right to dispose of the product as its own property.

Safety Data Sheets

Proposers must submit Safety Data Sheets upon purchase of any product that has one. SDS sheets can be submitted electronically.

Silence of Specifications

The apparent silence of these specifications and any supplemental specifications as to any detail or the omission from the specifications of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of the highest quality and correct type, size and design are to be used. All interpretations of these specifications shall be made on the basis of this statement.

Correction of Work

The successful proposer will promptly correct all work rejected by the City as faulty, defective or failing to conform to this specification whether observed before or after substantial completion of the work, and whether or not fabricated or completed. The successful proposer will bear all costs of correcting such rejected work and perform such work within the timeline as agreed between the City and the selected proposer.

Option to Renew

The successful proposer will be awarded a two (2) year contract. This contract may be extended at the City’s option for an additional two (2) year period, providing the terms and conditions remain in full force and effect. Requests for changes shall be received in writing at least Ninety

(90) days prior to their effective date in the option year of the agreement and are subject to written acceptance before coming effective. In the event new rates are not acceptable, the contract may be cancelled. No contract shall be automatically renewed at the end of any contract term.

Assignment of Agreement and Other Contractors

The Vendor shall not assign the Agreement or any part thereof without the written consent of the

City. The City reserves the right to let other agreements in connection with this work, even if of like character, for Work under an agreement.

No Exclusive Contract/Additional Services

Contractor agrees and understands that the contract shall not be construed as an exclusive agreement and further agrees that the City may, at any time, secure similar or identical services at its sole option.

Data Rights and Ownership

Ownership of all data, materials and documentation originated and prepared for the City of

Decatur pursuant to the Request for Proposals and the subsequent contract shall belong exclusively to the City of Decatur.

Subcontractors

The contractor shall not subcontract any or all portions of the work unless the City grants prior written approval. Any subcontractor, so approved, shall be bound by the terms and conditions of this contract. The contractor shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify the City of Decatur for such acts or omissions. The awarded vendor will remain responsible for all work performed by subcontractor, including quality of work, scheduling and final billing.

Taxes

Municipalities are exempt from Georgia State Sales and Federal Excise Taxes. Prices quoted shall not include Federal or State taxes. The City will furnish the successful vendor with tax exemption certificates when requested.

Exceptions to the RFP

Each vendor must provide a list of exceptions taken to this RFP. Any exceptions taken must be identified and explained in writing. Any exceptions taken must be identified and explained in writing. An exception is defined as the vendor’s inability to meet a mandatory requirement or exceed a requirement in the manner specified in the RFP. If the vendor provides an alternative solution when taking an exception to a requirement, the benefits of this alternative solution must be explained. The City reserves the right to accept or reject any exception; whichever is in the best interest of the City.

Additional items may be added to the core list during the contract term at the discretion of the

City. If the City requires additions, the City will negotiate the cost of such changes with the

Contractor and a contract addendum issued to add item(s) to the core list.